Working Title: Grants Specialist (Two Positions)

State Role Title: Financial Services Specialist I

Position Type: Full-time Staff (Classified)

Position Status: Full-Time

FLSA Status: Non-Exempt: Eligible for Overtime

College/Division: Office of Sponsored Programs (OSP) - Financial Administration

Department: 539001 - Sponsored Programs Accounting

Pay Band: 4

Pay Rate: Maximum Starting

Specify Range or Amount: $50,000 

Is this a JMU only position? No

Is this a grant-funded position? Yes. This is a grant-funded position and is contingent upon continued funding.

Is this a Conflict of Interest designated position? No

Beginning Review Date: 

About JMU:

At James Madison University (JMU), we’re more than just a publicly funded institution — we’re a vibrant, welcoming community located on a stunning campus where innovation, collaboration, and personal growth thrive. Our mission is to prepare students for a bright future, and we believe that starts with supporting the people who make it all possible: our employees.

Why Work at JMU?
We offer a comprehensive benefits package designed to support your professional journey and personal wellbeing:
• Generous Leave: Enjoy paid vacation, sick leave, parental leave, community service leave, and 19 paid holidays annually.
• Comprehensive Health Coverage: Access high-quality health insurance options that fit your needs.
• Retirement Options: Plan for your future with retirement benefits through the Virginia Retirement System.
• Employee Well-Being: Our Balanced Dukes program promotes wellness and work-life integration through resources, events, and support.
• Tuition Waiver Program: Advance your education with our tuition waiver program for undergraduate and graduate courses taken at JMU.

At JMU, we believe in Being the Change — and that starts with creating an environment where you can grow, contribute meaningfully, and feel supported every step of the way.

Discover what makes JMU a great place to work: bit.ly/JMUEmployment

General Information:

In an effort to foster the development of a grant-seeking culture at JMU, the Office of Sponsored Programs-Administrative Services (OSP-AS) is seeking two Grants Specialists to coordinate all aspects of pre-award proposal presentation, pre-award budgeting, pre-award compliance review, and post-award non-financial grant management in accordance with university, state, federal, and funding agency rules and regulations.

A Grants Specialist is responsible for (1) those tasks related to the evaluation and review of grant/contract proposal(s) for correct format and compliance requirements; (2) those tasks involved in projecting and analyzing complex budget projections to ensure conformity with the technical proposal and adherence to federal, state, and university policies; (3) those tasks involved in funding application package review for accuracy, evaluation of academic and fiscal issue involved in proposed projects, facilitating sign-off on proposals, contracts, and closeout reports ensuring all guidelines are met, research potential funding resources, and interpreting complex guidelines; (4) those tasks involved in award processing including reviews of incoming award documents, negotiation and resolution of issues with sponsors, and ensuring compliance with federal regulations and university controls in the administration of grants, contracts, and subawards.

Duties and Responsibilities:

Proposal Development and Submission: A Grants Specialist plays a pivotal role in fostering the growth of external funding at James Madison University by ensuring funding proposals are developed, reviewed, and submitted efficiently and effectively in accordance with University policies and procedures and sponsor guidelines. This position
involves close collaboration with faculty and staff serving as principal investigators (PIs) across the campus, utilizing various communication methods to effectively liaise between
stakeholders. A Grants Specialist must possess exceptional adaptability and flexibility to balance competing priorities and be able to work in a continuously evolving deadline driven environment.

Award Negotiations, Award Setup, and Funding Notifications: A Grants Specialist plays a pivotal role in the compliant stewardship of external funding at James Madison University by ensuring sponsored awards are efficiently negotiated, received, and managed in accordance with university procedures and sponsor guidelines. A Grants Specialist must possess exceptional attention to detail and organization to ensure a smooth transition between proposal and award.

Post-Award Administrative Functions: A Grants Specialist is responsible for ensuring compliance with federal regulations and university controls in the administration of grants and
subawards. This includes supporting the process of award negotiation, coordinating prior approval requests, preparing subaward agreements, performing subrecipient monitoring
duties, and facilitating administrative closeout activities. Additionally, they must maintain well-organized project files that are easily accessible for maximum responsiveness to sponsor and principal investigator inquiries.

Other Administrative Activities: A Grants Specialist will stay updated on rapidly changing regulations, system implementations, and funding opportunities, while providing proactive
support to PIs and stakeholders. They will also collaborate closely with other offices, such as the Office of Research Integrity and Compliance, the Office of Research Development, and Sponsored Programs-Financial Administration, to share information and provide comprehensive service.

Qualifications:

Required Qualifications:

Excellent interpersonal communication skills, including written and oral communication and the ability to write and speak effectively and compose and edit essential documents for clarity and content
Demonstrated proficiency in Microsoft Word, Excel, and Outlook, including the ability to create complex spreadsheets and generate reports
Experience using databases and Internet search capability
Ability to organize and prioritize large volumes of work with attention to detail and work effectively and independently in a fast-paced, deadline-driven environment
Ability to maintain detailed, accurate records and files
Must be customer service oriented

Additional Considerations:

Experience developing budgets, activity based cost allocations and financial analysis.
University and Sponsored Programs experience, including knowledge of federal regulations regarding the management of grants and contracts
Prior experience with electronic research systems
Familiarity with the pre-award process
Knowledge of the Uniform Guidance (2 CFR Part 200)

Additional Posting Information:

Conditions of Employment:  

Employment is contingent upon the successful completion of a criminal background check.

E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.

EEO Statement:

James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.

We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.

Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.

Reasonable Accommodation:

If you are an individual with a disability and need assistance searching or applying for jobs please contact us at (540) 568-3597 or jobs@jmu.edu. You may also visit the JMU Human Resource Office, located at 752 Ott Street, Harrisonburg, VA 22807 and we will be happy to assist you.